Google Contacts Offboarding Reassignment

Overview

FlowLibs - Google Contacts Offboarding Reassignment preserves business relationships when an employee leaves. When an HR Offboarding Request row is created in Dataverse, the flow backs up the departing employee's Google contacts to SharePoint as a CSV, records the ownership reassignment in a Dataverse log (the CRM ownership update), stamps the request as processed, and notifies the manager in Teams.

Why it matters: When people leave, their contacts often vanish. An automated backup + ownership record + manager handoff preserves continuity and creates a governed audit trail.

Connector limitation: the Google Contacts connector is read/create only — it has no update or delete operation — so contacts cannot be programmatically moved from a flow. Reassignment is therefore implemented as a governed backup + Dataverse ownership record + manager notification; the actual Google-side move requires the Google People API via an HTTP action with OAuth (typically domain-wide delegation), noted in the customization guide and the log status.

Status: Built. Ships Off (demo). Flow Checker: 0 errors / 0 warnings.

Use Case

HR/IT wants a departing employee's contacts captured, backed up, and formally handed to the right owner with a clear audit record.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Microsoft Dataverse	shared_commondataserviceforapps	SubscribeWebhookTrigger CreateRecord UpdateRecord
Google Contacts	shared_googlecontacts	PeopleApiListContactsV4
SharePoint	shared_sharepointonline	CreateFile
Microsoft Teams	shared_teams

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Selective handover

Add a Filter array after List Google Contacts to back up only customer/external contacts (e.g. by company or email domain).

Real Google-side move

Add an HTTP action to the Google People API (PUT/PATCH on the contact) with domain-wide delegation to complete the actual reassignment, then set the log status to Reassigned.

Retention

Schedule a cleanup over the backup library / log table per data-retention policy.

Manager lookup

Resolve the manager from Entra ID instead of carrying it on the request.

Trigger source

Swap the Dataverse trigger for a Microsoft Forms / Power Apps offboarding intake by writing into the same flowlibs_offboardingrequest table.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

@{guid()}

@{coalesce(triggerOutputs()?['body/flowlibs_newowneraccount'],parameters('EnvVar_DefaultNewOwnerEmail'))}

@concat('ContactsBackup_', replace(variables('varDepartingEmail'),'@','_at_'), '_', formatDateTime(utcNow(),'yyyyMMdd_HHmmss'), '.csv')

@length(coalesce(body('List_Google_Contacts')?['connections'],createArray()))

@triggerOutputs()?['body/flowlibs_offboardingrequestid']

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